24Q0004 Pre-Proposal Conf Minutes.pdf

DEPARTMENT OF THE AIR FORCE

374th Airlift wing

9 Apr 2024

MEMORANDUM FOR ALL ATTENDEES

FROM: 374 CONS/PKBC

Unit 5228, Bldg 620, Yokota Air Base

Fussa-shi Tokyo 197-0001

SUBJECT: Minutes of Pre-proposal Conference for Solicitation No. FA520924Q0004, Management, Operation and Maintenance of Refuse Incinerator Plant at Yokota Air

Base

1. A pre-proposal conference for the subject solicitation was conducted on 9 Apr 24, 1000 hours. All attendees met in Room 10K in Bldg. 620 (374th Contracting Squadron), Yokota

Air Base, Japan.

The attendees were as follows:

Government

Name Title Organization

Galli Delfin Chief, Service Contract 374 CES/CEOES

Harunobu Masuoka COR 374 CES/CEOES

Taro Bando Observer 374 CES/CEOES

Donald Riley COR supervisor/OIC 374 CES/CEOES

Tomoko Shioda Contracting Officer 374 CONS/PKBC

Daisuke Kawasaki Lead Buyer 374 CONS/PKBC

Kanami Ezoe Contract Specialist 374 CONS/PKBC

Karen Ito-Marcum Observer 374 CONS/PKBC

Prospective Offerors

See Attachment 1 (the list will be disclosed only to the Government).

2. Ms. Ezoe made an opening statement and introduced the Government representatives at the conference.

3. An explanation of the solicitation package was provided. It was emphasized that the offerors are responsible to read and understand the solicitation requirement and was advised to complete all required sections of the solicitation as part of their offers. Ms. Ezoe asked all prospective offerors to ensure that their offers were received prior to the due date/time, 1000 hours on 29 Apr

2024. The following was briefed with supplementary explanations as indicated below.

a. SF 1449: total of 42 pages, Blocks to be filled out on the cover page (17a, 30a~30c).

b. CLIN exhibits: To be filled out with the vendors offer price.

c. Fill in clauses: Pages 27, 29~33 and 36 shall be filled out if and when applicable. A separate document will be provided later in SAM to substitute this process as

Amendment.

d. FAR 52.212-2, Evaluation: As stated in the solicitation, this is a lowest price technically acceptable (LPTA) competitive best value award conducted in accordance with (IAW)

Federal Acquisition Regulation (FAR) Parts 12 and 13. Ms. Shioda, Contracting Officer, emphasized that there is no need to submit past performance, but technical qualifications are required instead.

e. Ms. Shioda supplemented that this contract will be 3 years IDIQ contract, and the offeror shall submit any questions in writing and the answers from the Government will be posted in SAM as well.

f. Ms. Ezoe explained that the deadline for questions is 19 Apr 24.

4. All attendees were escorted outside of the building to show the following work site:

a. Incinerator Plant (Bldg. 1526):

All attendees were escorted to Bldg. 1526, incinerator plant. It was explained that the area will be transferred to the new Contractor in accordance with PWS paragraph 5, when the contract is awarded to new entity other than the incumbent contractor. The

Government furnishes the Metal presser for the Contractor at the incinerator site, but other equipment such as office supplies and office furniture were provided by the

Contractor. The COR emphasized that the incinerator was built in 1984 thus very old and susceptible to breakdowns.

5. No questions were presented during the conference for record.

6. Ms. Shioda briefed as follows as a closing remarks.

a. There is a change that Contractor will be providing training to government personnel.

Training will be continuous or when the government deemed as necessary.

Amendment(s) will be posted on the SAM website if issued. Also meeting minutes will be posted on the SAM when finalized. A copy of the minutes will be distributed to all attendees.

7. The site orientation was concluded at 1040 hours.

8. The foregoing is a summary of the discussions held during pre-proposal conference. Those present should advise the undersigned of any additional information, clarifications, or corrections that they feel should be made to the minutes within five calendar days from distribution date.

Failing notification to the contrary, these minutes will stand for the record.

TOMOKO SHIODA

Contracting Officer cc: 374 CES/CEOES

Distribution:

All prospective offerors